Stop typing invoices into the system.
Upload a photo or PDF of a vendor invoice. Basket’s AI reads every line, matches it to your catalog and builds the receiving document for you to review.
Invoice 48213
Sample Distributor
- Sparkling water, 12 pk$73.60Qty 4Matched
- Whole milk, 1 gal$36.00Qty 12Matched
- Tortilla chips, 13 oz$14.80Qty 8Matched
- Sea salt caramels$4.00Qty 2New item
From paper invoice to received stock
Scan or upload
Drop in JPG or PNG photos, or a PDF. Basket reads the invoice number, date, vendor, line items, quantities and costs.
Review before anything is saved
Every extracted line is shown for you to check. Fix a quantity, map an item, or process the invoice again. Lines shipped as zero are set aside in their own section so they never block check-in.
Matched to your catalog
Lines are matched by UPC, alternate code or vendor code. Anything it cannot find is listed so you can search the catalog and map it.
New products from the same scan
Items that are not in your catalog can be created in one pass, with department, category, cost and price set, and the vendor’s cost recorded. Print shelf tags for them right away.
Totals that get checked
Basket compares the extracted line totals, fees and grand total with the invoice, so a misread line stands out before you receive it.
A warning for the wrong vendor
If the invoice comes from a different seller than the vendor you selected, Basket tells you and offers a one-click switch before any records are created.
Teach it each vendor’s format
Write plain-language instructions for a vendor, such as where the UPC is printed or what a pack size like 4/6/6 means. The AI follows them on every scan for that vendor.
At a glance
- File types
- JPG, PNG or PDF. Several photos can make up one invoice.
- Where
- Receiving, to build a receiving document, and Items, to create new products.
- Control
- You review the scan first. Nothing is added to inventory until you submit.
- Vendor rules
- Instructions up to 4,000 characters, shared or split between receiving and product creation.
- Bulk setup
- Export and import vendor instructions by CSV.
- Pairs with
- Tag printing for new items, and purchasing and vendors.
Common questions
What kinds of invoices can it read?
Upload JPG or PNG photos, or a PDF. Vendor-specific instructions help with unusual layouts, such as UPCs printed on a second line.
Does the AI change my inventory automatically?
No. The scan gives you a draft to review. Items it cannot match are listed so you can map them, and nothing is added until you submit.
What if an item on the invoice is not in my catalog?
Use Create Products with AI on the same invoice. Basket lists only the new items, and you set department, category, cost and price before creating them. You can then receive the whole invoice and print tags.
What if I pick the wrong vendor?
Basket compares the seller on the invoice with your selected vendor. If they differ, a warning offers to switch to the matching vendor, or to keep your choice, before products or receiving documents are created.
Can I teach it how a vendor formats invoices?
Yes. Add instructions on the vendor record, for example which number is the UPC, how pack sizes are written, or how out-of-stock lines are marked. They are used on every scan for that vendor.
How does it handle items the vendor did not ship?
Lines with zero shipped are grouped separately and left out of receiving, so unfulfilled items do not trigger errors. You can still edit a quantity if the item did arrive.
The rest of the Basket platform.
- Point of sale
Cloud checkout that works with any processor and keeps selling offline.
- Back office
Items, pricing, taxes, users and tags in one place, tied to the lanes.
- Pricing and promotions
Margin-based price rules, TPRs and promotions, with discount reporting.
- Analytics and reporting
Real-time dashboards and a report builder for sales, margin and shrink.
- Inventory management
Receiving, shrink and counts from a handheld, with live on-hand reports.
- Customer engagement
Points, offers and club rewards in a shopper app tied to checkout.
- Ecommerce
A branded online store with pickup, delivery and a picking app, on your own catalog.
- Purchasing and vendors
Purchase orders by vendor and store, with vendor records and costs in one place.
- Tag printing
Design your own tags and print them with each store’s prices to Zebra or PDF.
See ai invoice scanning in action.
Tell us about your stores and we will reply by email to set up a demo.
Already a customer? Contact support.